Policies and Procedures

Institutional policies and procedures are in place to support the management of the University and ensure the university operates consistently, fairly, and in compliance with legislation, while also supporting effective governance and decision making.  

A policy establishes the university’s expectations and guiding principles for a particular area or activity.

A procedure explains how a policy is to be implemented and will normally outline the steps required to meet the requirements of a policy. 

An operating standard provides detailed expectations for completing a specific task or aspect of a policy or procedure. 

Policies state principles; procedures provide the steps to carry them out.

Operating Standards are more detailed and may support a Procedure or exist independently for specific tasks. 

University Policies apply institution‑wide. Unit Policies apply only within a single faculty, school, or department and must not conflict with university‑level documents. Units should use the same types of Policy Documents (policies, procedures, and operating standards) and can also rely on key guidance documents such as Guides, Handbooks, and FAQs. 

The Office of General Counsel oversees University level policies and procedures. When identified for development or review, a dedicated policy lead will work with the Implementation Authority and support the policy through the development and review process. Normally, University policies and procedures are planned well in advance and prioritized on an annual basis in conjunction with the Executive Leadership Team.

Unit level policies and procedures can be developed based on the development process established by the relevant Unit. That process should be consistent with the process outlined in the Establishing and Managing Policies and Procedures. University Legal Services is available to provide guidance to ensure legal compliance and alignment with university level policies.

Yes. The University maintains a Policy and Procedure on Establishing and Managing Policies and Procedures, which is available on the University’s policy and procedure website.

The University Policies and Procedures website includes all the University-level policies and procedures. Many of these also have resources to help understand how and when they apply. 

A University policy may be needed to meet operational or administrative goals and commitments. Some examples include: when required by legislation, to ensure consistent decision‑making, to reduce risk, or to meet funding requirements.

The policy development and revision process includes planning, approval of a Policy Development Plan, drafting, consultation, final revisions, approval, and publication. University Legal Services supports the Implementation Authority with the development or revision process for all University Policies and Procedures.

Consultation allows those identified in the Policy Development Plan (PDP) to provide feedback, which is reviewed and considered by the drafting team prior to the final policy or procedure proceeding through the governance process. The PDP is an overview of how the policy is to be developed, why it is being developed, and what steps will be taken from drafting to approval, including the groups identified for consultation. PDPs are approved by ELT.

Approval of University policies and procedures is done by Approval Authorities, who are identified, primarily, based on the Post Secondary Learning Act and the Delegation of Authority Policy. An Implementation Authority is also identified for each University Policy and is responsible for managing the specific policy or procedure. 

Contact the leader of the relevant business unit faculty to discuss your proposal. 

If a new university policy or procedure is to be developed or revised, University Legal Services will meet with the Implementation Authority to determine the need, priority and timeline.

University Legal Services is available to consult and be a resource for a Unit policy and procedure in an advisory capacity. Each Unit should have a process for developing and revising their policies and procedures. 

All University Policies and Procedures are developed with a policy lead from University Legal Services. 

Policies and procedures remain in effect until revised or repealed. Implementation Authorities are to review these routinely, normally at least every five years.

Feedback can be sent to the Implementation Authority listed on the policy document or if it an editorial correction, you can reach out by email to legalsevices.policy@ucalgary.ca. 

If you think revisions are needed to a policy, you should first contact the Implementation Authority or relevant Unit leadership. Implementation Authorities may then connect to University Legal Services, as required.

Questions are best directed to the Implementation Authority listed on the front page of the policy or procedure.

Report issues to the Implementation Authority or, for University‑level documents, email legalservices.policy@ucalgary.ca.

The subject matter of these documents is largely what sets them apart. 

The University calendar regulations are the University’s official academic rules. They establish the academic requirements, rights, responsibilities, and processes that govern a student’s academic journey from admission through graduation.  It is every University of Calgary community member’s (including students) responsibility to know and comply with the relevant regulations. 

University policies and procedures address how the University operates on a day-to-day basis and regulate University activities, operations, or conduct. University policies and procedures address topics such as: governance, conduct and many appeal processes; financial management; buildings and properties; human resources; health, safety, and environment; research; and information management. As with the University calendar regulations, it is every University of Calgary community member’s (including students) responsibility to know and comply with the relevant policies and procedures.

Both types of documents set expectations on the University community and both are important for understanding how the University of Calgary operates. Both types of governance provide institutional perspective that is formalized through consultation and rigorous approval processes. 

More detail on these differences can be found here.

Usually, unit policies do not need to go through Faculty Councils, though this may depend on the content and the Faculty. The Registrar’s Office or University Legal Services can assist with determining this.